Bill showing in the Pay Bills Window created by Journal Entry

Thanks for checking in with us, 2robertc.

The bill will show in the Pay Bills window if you credited the Accounts Payable when creating a Journal Entry. If you've created the entry debiting to Accounts Payable, then we can apply the created journal transaction as a payment of the bill.

In this case, it would be best to consult your accountant on what posting account you'll need to use when recording a journal entry. They'll provide you details information on how to remove the bills or before applying the entry to the existing debit/credit.

Just in case you'll need to write off vendor balances, check out the Write off customer and vendor balances article for the steps and details. Feel free to visit our Expenses and vendors page for more insights about managing your vendor transactions in QuickBooks.

I'm just one post away if you need a hand with reconciling your accounts or any QuickBooks related. I'll be here to ensure your success. Take care always.

Thanks for the reply RCV.  Please see attached.  I did create an entry debiting to A/P.

So how exactly do I "apply the created journal transaction as a payment of the bill"?

I appreciate your instruction.

Rob

Hi ChristieAnn-  Thanks for the instruction.  That seemed to have worked.  BUT... After making the "Bill" disappear on the Pay Bills page, when I go to the Vendor Center and find the vendor "MISC (Vendor)", I don't see any transactions when I show "Balance Details", however, when I show "All Transactions", I see only my DEBIT JE (See attached snips).  Am I supposed to see both my debit and credit JEs in the transactions associated with this vendor (Remember, there is no Bill, per se, because the vendor balance was created by a credit posted to A/P through a JE).  Should I worry or did that work as intended?

Thanks for your help,

Rob

Tracking your transactions can be done with ease, @2robertc!

First, let's utilize the Journal report to view all your entries in that specific vendor. I'd be glad to discuss this in detail.

1. Go to Reports.
2. Select Accountant & Taxes and choose Journal.
3. Click the Customize button.
4. From the Dates drop-down menu, select Custom. Customize the date from 12/31/2018 to 10/17/2020.
   
5. In the Filters tab, select Name from the Filter menu, then select the Misc(Vendor) from the drop-down.
   
6. As you can see, only the credit side is showing in the journal entry dated 12/31/2018. It's the reason why it's not showing in the vendor's transactions list. To track this, double-click the entry, then add the vendor's name on the first line.
   
7. Click Save and Close.
8. Click Yes to record the changes, then click Yes again.
9. Click the Refresh button.
   

Once done, let's go back to the Vendors Center window to view all the transactions of that specific vendor.

1. Go to the Vendors menu and select Vendor Center.
2. Select Misc (Vendor).
3. Click the Show drop-down menu and select All Transactions instead of Balance Details.
   
4. In the Date drop-down, select All.
   
   

Let me also add this article in case you'll need to pull up and customize vendor reports based on your business needs: Customize Vendor Reports.

Keep in touch with me here should you have any additional questions or concerns. I'm always available to help.

Hi LieraMarie- Thanks for your help.  I now see an additional transaction (See snip below) in Vendor Information but I was expecting to see one positive transaction one negative transaction.  Am I mistaken?  Is this the way it's supposed to look in the Vendor Center?  I appreciate your help.

Rob

Hello, 2robertc.  

I've read the whole thread and the screenshots you've provided. I've also replicate in my end, It shows as a bill. Also, you've stated above on 12/31/2018 a JE was made to restore a balance of $35,622.39. It got put in A/P

• This will show up when you create Pay Bills since you used A/P

A second JE was done on 12/31/2019 taking it out of A/P and putting it into an "Other Current Liability" Account

• This will zero out the vendor balance, but still both the first and the second JEs are open.

It no longer shows as a "Vendor with an Open Balance" but still shows up in my Pay Bills Window as a Bill with a $35,622.39 balance due.

• This is the first JE

I suggest to delete and recreate the transactions to correct it. Let's follow my peer ChristieAnn steps on how to apply the bill as payment.  

You can refer to this article on how to make any changes to your created journal entry: Create a journal entry in QuickBooks Desktop. 

Additionally, I'll reference these articles to give you more details in paying bills and understanding the Chart of Accounts in QuickBooks Desktop: 

• Understand the chart of accounts in QuickBooks 
• Pay bills in QuickBooks Desktop 

Feel free to leave a comment if you have more questions in mind. I'll Reply as fast as I can. Have a great weekend!

Hi AileenA-  Thanks for joining the conversation.  You were right.  After I made the last change, another Bill did show up in the Pay Bills window for $35,622.39.  There were also 2 credits for this amount (1) $35,622.00 and (2) $0.39.  I went ahead and applied the credits to the Bill.  My Pay Bills window is now clean, however, when I view "All Transaction" in the Vendor Information Window, I still see the same 3 positive transactions.  I'm not comfortable deleting/recreating transaction from closed fiscal years.  I'm not sure in doing so the result would be any different than it is now (See below).  Assuming I'm not supposed to have 3 positive transaction associated with this vendor, what financial impact, if any, does leaving it the way it is have on my General Ledger?  I'm not happy with it being wrong (if it is wrong), but there are no open bills for this Vendor and my A/P looks good so I just as soon not mess with it unless I'm mucking up something on my Financial Statements.

Thanks for your assistance, Rob

Hi there, @ 2robertc.

You don’t have to delete and recreate those transactions in QuickBooks. Since the Accounts Payable is affecting the transactions that are under the vendor's name, it needs to keep a record. This way, you can identify what’s the reason for each transaction.

I also recommend seeking an accountant for an expert's advice to ensure there will be no problem with the books in the future.

You may check this article where you able to know more information about  Accounts Payable workflows in QuickBooks Desktop.

Please get back to us if you need anything else. I'll be here to help.

Thank you MaryAnn_E.  I can't believe how many QB EMPL have gotten involved in this issue - The more the merrier:)  I would think it takes more time for each of you to have to review the entire case before responding but there are definite advantages to having more opinions on how to manage an particular issue. 

So I'm still not clear.  I don't need to recreate the transactions (I'm happy about that).  Does that mean that the transactions displaying under the my vendor are displaying correctly?  If not, why do you think they are not displaying the way they should be?  Thanks, Rob

They are correct, @2robertc.

I agree with you. Other opinions or ideas promote good and help manage a particular issue. And I’m here to share some additional information about your concern.

All associated transaction with the Vendor uses A/P account. And these are normally showed up in the Vendor transaction list.

As mentioned by colleague MaryAnn_E, it keeps a record so can you can identify the reason for each transaction. That said, QuickBooks breakdowns all events you’ve made in each vendor so you can track them anytime you want.

You can read this article about Accounts Payable workflows to learn more on how QuickBooks Desktop handles transactions to your Accounts Payable account.

In addition, visit this link about managing vendors for extra knowledge. It contains related articles that can give you a deeper understanding of a topic. It also provides a process to organize entries in the system.

Don’t hesitate to leave a message below if there’s anything you’d like to add as a follow-up. The Community team is always right on your back. Keep safe.

Hi MadelynC- Thanks for the confirmation. It makes me feel much better that the transactions I made got recorded the way they should have in the Vendor Transaction List.  I was concerned that I wasn’t seeing any of the credits but realize that"s because they were posted to an "Other Liability" Account.

I really appreciate the attention the QB Team gave my question and am especially grateful of your patience. I don’t know what I’d do without the QB Community.  Thanks, Rob